Booking a Sponsorhip Pledge toward Capital Campaign... Help!?

Heidy Rodriguez 2

Hi RE Community, 



My organization is currently in the 2nd year of a Capital Campaign and we are also celebrating 25 years with a Gala at the end of this year (FY16). 

Do any of you have any tips on how I can book a sponsorship pledge toward the Gala that will also go toward the Campaign commtment? This is for a Board Member who made a 5-year Campaign Commitment  of $250K (in FY15), he wants his $10K Gala Sponsorship to go toward the Campaign. 



Your helpful tips are welcome.... 



-H

Stephanie Ulmer

How are you reporting on campaign contributions now? Are you using the campaign field on a gift record? I'd suggest coding the sponsorship gift with that same campaign if that is the case.  If you aren't using campaign, then whatever field you are using to report on your progress, this sponsorship pledge should follow.



Is this donor receiving benefits for their sponsorship? If so, the entire gift is not tax-deductible, but you can certainly still book the entire amount and just adjust the receipt amount on the gift record.

Heidy Rodriguez 2

Thanks, Stephanie.

yes, we are using campaign field; we are booking per Campaign Year (2015-2019) 

For this case specifically the campaign year is FY15 because that is the year the campaign pledge was made, the Gala is FY16... so that is my question?

How could we track that to go against his FY15 pledge, when the event is FY16?



The donor/ board member is receiving benefits for the sponsorship.

I will look into adjusting receipt amount.

Shannon Morin

Hi Heidy,



You can do this in a number of different ways...it depends if you want the money reported in your FY16 Gala reports. I'm assuming this Board Member will be paying that installment rather soon, as your Gala is upcoming...if this is the case, if you booked the FY15 Capital Campaign pledge with the installment schedule - you can simply wait until he makes the next payment, which will go towards his Gala Sponsorship - when you enter the gift, enter it in the appropriate campaign/fund/appeal that goes with your Gala structure and simply click the "apply to pledge" button and search for the appropriate Capital Campaign gift and installment. This would make the payment show up in your Gala reports but will also make sure that portion of the payment is not showing as still owed for his Capital gift. Or you can create a special fund within the Capital Campaign and simply split the gift funds for each installment, which would show in your Capital reporting, but not your Gala reporting. 



However - you need to discuss this with your Controller/Finance Department...because it seems like there is a larger question as to whether you are counting the money as "booked" all in FY15 or if you have made a multi-year pledge commitment, which will be paid over several FY's...in which case I think it would be ok if he paid his Gala installment a little "late" in FY16 for FY15.



Definitely make a note in the system so other people may reference this non-traditional accounting of his funds.



Hope that helps! Good luck! 

Heidy Rodriguez 2

Thank you, Stephanie!



This is the way I did it previously and will follow up with Finance.  

Stephanie Cullen:

Hi Heidy,



You can do this in a number of different ways...it depends if you want the money reported in your FY16 Gala reports. I'm assuming this Board Member will be paying that installment rather soon, as your Gala is upcoming...if this is the case, if you booked the FY15 Capital Campaign pledge with the installment schedule - you can simply wait until he makes the next payment, which will go towards his Gala Sponsorship - when you enter the gift, enter it in the appropriate campaign/fund/appeal that goes with your Gala structure and simply click the "apply to pledge" button and search for the appropriate Capital Campaign gift and installment. This would make the payment show up in your Gala reports but will also make sure that portion of the payment is not showing as still owed for his Capital gift. Or you can create a special fund within the Capital Campaign and simply split the gift funds for each installment, which would show in your Capital reporting, but not your Gala reporting. 



However - you need to discuss this with your Controller/Finance Department...because it seems like there is a larger question as to whether you are counting the money as "booked" all in FY15 or if you have made a multi-year pledge commitment, which will be paid over several FY's...in which case I think it would be ok if he paid his Gala installment a little "late" in FY16 for FY15.



Definitely make a note in the system so other people may reference this non-traditional accounting of his funds.



Hope that helps! Good luck!